HR Administrative Assistant

About Our Client

Our Client forms part of a diversified group operating across service-driven industries. The Business places integrity, reliability and dedication at the heart of its operations, providing consistent support to both its workforce and the wider organisation.

Role Overview

Heroix is collaborating with our Client to recruit an organised and dependable HR Administrative Assistant. The selected candidate will provide day-to-day administrative support, maintain accurate records, assist with employee documentation and contribute to the smooth running of reception and general office activities.

Key Responsibilities

• Recruitment Administration: Contact newly recruited employees to obtain the required documentation and help coordinate their induction arrangements.
• Absence Reporting: Compile and distribute daily reports relating to employee sickness and absence.
• Reception Support: Attend to front-desk responsibilities whenever cover is required, ensuring visitors and enquiries are handled professionally.
• Administrative Assistance: Provide cover for junior administrative functions and support the wider team with routine office duties.
• Document Management: Scan, organise and securely file company and employee records, ensuring information remains accurate and accessible.
• System Maintenance: Enter and update information within internal systems while maintaining a high standard of data accuracy.
• Reporting and Follow-Up: Prepare relevant reports, monitor outstanding matters and follow up as required.
• General Support: Complete additional duties assigned by the HR Operations Manager according to the operational needs of the Business.

Qualifications, Skills and Attributes

• Education: A relevant administrative qualification or equivalent practical background would be considered beneficial.
• Experience: Previous exposure to an administrative, clerical, reception or HR support position would be an advantage.
• Language Skills: Fluency in both written and spoken Maltese and English is required for this position.
• Communication Skills: Clear and professional communication abilities, with the confidence to liaise effectively with employees, new recruits and colleagues.
• Interpersonal Skills: A cooperative and approachable manner, together with the ability to build positive working relationships across the organisation.
• Technical Skills: Basic proficiency in Microsoft Excel and other Microsoft Office applications, with the ability to learn and use internal systems.
• Organisation: Strong attention to detail and the ability to manage documentation, reporting requirements and competing deadlines accurately.
• Accountability: The capacity to work independently, take ownership of assigned duties and remain responsible for the quality of completed work.
• Self-Motivated: A proactive attitude, sound work ethic and willingness to take initiative when support is needed.
• Problem-Solving: The ability to address routine challenges independently and identify practical solutions in a timely manner.
• Teamwork: A collaborative approach and readiness to assist colleagues across different administrative functions.

What’s on Offer

• Compensation: A competitive salary package aligned with the successful candidate’s experience and level of responsibility.
• Working Hours: Standard full-time working hours.
• Other Benefits: A professional and supportive working environment, together with ongoing learning opportunities.
• Career Development: Clear opportunities for professional growth and advancement within a reputable and expanding organisation.

What Heroix Offers

• Confidentiality and Discretion: Your job search will be handled with the utmost confidentiality and professionalism.
• CV Review: Receive candid and constructive feedback to enhance your CV.
• Interview Planning: Get personalised preparation sessions prior to your interviews.
• Cultural Fit Assessment: Understand the company culture to ensure it is the right environment for you.
• Long Term: Gain insights into the role and company for a long-term, stable career move.
• Exclusive Opportunities: Access a broader range of job opportunities.
• Personalised Candidate Profile: Stand out with a detailed profile highlighting your strengths and skills.
• Ongoing Support and Guidance: Benefit from continuous support throughout your job search process.
• Networking Opportunities: Leverage our extensive network of industry contacts for exclusive positions.
• Time Efficiency: Save time and effort with our efficient and effective recruitment strategies.
• Tailored Job Matching: Find the perfect fit with customised job matching based on your skills and career goals.
• Feedback Loop: Stay informed and engaged with regular updates and feedback on your application status.

Heroix - Rise to New Heights

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Licensed and regulated by the Government of Malta under DIER Agency Licence No. 00412-2025